Automate progress tracking and belt promotion notifications

Purpose

1.1. Centrally monitor Aikido students’ training progress, class attendance, grading eligibility, and automate notifications for belt promotions to students, instructors, and parents.
1.2. Eliminate manual record-checking, reduce errors, provide timely updates, and align communication on students’ achievements across channels (email, SMS, internal systems, mobile apps).
1.3. Enable scalable, transparent progress tracking, support historical records/audits, and prompt students for required steps ahead of belt tests or ceremonies.
1.4. Integrate with attendance, grading, communication, and CRM systems for an end-to-end automation pipeline.
1.5. Allow customization based on level thresholds, instructor approvals, payment status, and parental notification preferences.

Trigger Conditions

2.1. Student attendance logs updated past preset class/session thresholds for current grade.
2.2. Instructor record reviews completed (digital grading forms checked).
2.3. Belt test result marked as passed in grading system.
2.4. Next scheduled grading or promotion period added to calendar.
2.5. Manual override or admin bulk-upload of promotion lists.
2.6. Payment for grading/promotion fees confirmed in relevant system.

Platform Variants

3.1. Twilio
• Feature: Programmable SMS; set up event-based messaging flow via POST API for student/parent updates (e.g., `messages.create()`).

3.2. SendGrid
• Feature: Transactional Templates; configure dynamic email templates triggered from progress events via API (`mail/send` endpoint).

3.3. Slack
• Feature: Incoming Webhooks or Bot Users; send automated alerts to instructor channels on student promotion events.

3.4. Microsoft Teams
• Feature: Messaging API; configure adaptive card notifications to staff groups via Graph API.

3.5. Google Sheets
• Feature: Sheets API; auto-update student progress records and timestamp changes in grade status.

3.6. Salesforce
• Feature: Custom Objects and Process Builder; automate opportunity/note creation for belt promotion, trigger workflow with Flow Automation.

3.7. HubSpot
• Feature: Workflow automation; update contact properties, deal stages, notify parents upon belt status change.

3.8. Airtable
• Feature: Base Automation; use record triggers to re-calculate eligibility and send webhook for notification workflow.

3.9. Monday.com
• Feature: Automation recipes; set column changes on attendance logs or status, initiate email/SMS integration.

3.10. Mailchimp
• Feature: Automated Email Journeys; pre-build audience segments for belt levels, send milestone announcements.

3.11. Gmail
• Feature: Apps Script triggers; draft/send personalized belt progression notifications based on sheet changes.

3.12. Google Calendar
• Feature: Events API; auto-create grading session invites/enrollments when threshold is reached.

3.13. Zoho CRM
• Feature: Workflow Rules & Webhooks; update custom fields, trigger push notifications to mobile app.

3.14. Pipedrive
• Feature: Activity Scheduler; assign promotion tasks and note updates to relevant trainers.

3.15. Discord
• Feature: Webhook Bot; post scheduled belt promotion congrats in student group channel.

3.16. Notion
• Feature: DB Automation; create new pages/status for each promotion, link attendance blocks.

3.17. Clubworx
• Feature: Grading Automation; grade eligibility and promotion notification sequence setup in member CRM.

3.18. Jotform
• Feature: Submission Automation; process instructor feedback forms for grading, auto-trigger status updates to student CRMs.

3.19. Freshdesk
• Feature: Automated Ticketing; generate cases for promotion disputes or manual review triggers.

3.20. Intercom
• Feature: Custom Bots and Event Triggers; in-app message delivery for upcoming grading reminders and achievements.

3.21. Kajabi
• Feature: Automations; set rules for sending certificate/next-course access after promotion.

3.22. Trello
• Feature: Butler Automation; move cards for students to “Next Belt” lists when requirements met.

Benefits

4.1. Drastically reduces administrative time/cost related to manual progress tracking and notifications.
4.2. Ensures consistent, timely, and transparent communication with all stakeholders.
4.3. Personalizes student experience with milestone recognition and proactive engagement.
4.4. Provides a digital audit trail for all achievements and grading history.
4.5. Increases retention by keeping students/parents motivated and up-to-date.
4.6. Scales with school size and supports multiple locations or programs.